TracCloud Report: Trends
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The Trends found in the Retention category can be used to produce charts and graphs to identify trends in your data. These charts can be based on visits, appointments, students, consultants, and more. Alerts can optionally be created to automatically notify a recipient when a condition is met in the data, such as if the number of visits per day is trending up or down, or the average referrals per day rises above a set amount.
- Time Frame
- The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.
- Period Length
- Choose the increments of time that your data will be presented in. Day, hour, week, or month.
- Choose the increments of time that your data will be presented in. Day, hour, week, or month.
- Presets
- Rather than manually selecting fields, you can choose from a list of common presets. This will automatically fill in the fields below.
- Rather than manually selecting fields, you can choose from a list of common presets. This will automatically fill in the fields below.
- Search Field
- Select the date field that you're using to tally records for the report. For example, if you're running a report on the number of visits by center over time, this should be set to Visits.TimeIn (which is the start date and time of the visit).
- Select the date field that you're using to tally records for the report. For example, if you're running a report on the number of visits by center over time, this should be set to Visits.TimeIn (which is the start date and time of the visit).
- Criterion
- Continuing from the above example, if you wanted to report on visits by center, you would set this field to Centers.Name. You can optionally select a second criterion, which would display in addition to your first in your charts. For example, you could track visits by center and reason, to identify correlating trends.
- Continuing from the above example, if you wanted to report on visits by center, you would set this field to Centers.Name. You can optionally select a second criterion, which would display in addition to your first in your charts. For example, you could track visits by center and reason, to identify correlating trends.
- Search Type
- For each criterion, you can choose how the records are counted.
- Standard will tally the number of records by each distinct value. E.g., on date X, there were 15 visits in the Learning Center and 10 in the Writing Center.
- Unique For: will show how many of this criterion has data in the results. E.g., on date X, there were 2 centers that had visits.
- Total will be the cumulative total visits across all of this criterion. E.g., on date X, there were 25 total visits.
- Search
- Filter to only show certain results from this criterion. Supports the same search symbols as the additional search utility below.
- Filter to only show certain results from this criterion. Supports the same search symbols as the additional search utility below.
- Show Table Chart
- If checked, a table will be appended to the bottom of the report showing the totals for each criterion.
- If checked, a table will be appended to the bottom of the report showing the totals for each criterion.
- Only Active Students
- Only include active students for the tallies.
- Use Student Historical Data
- If unchecked, fields such as Major, Class, GPA, etc will be shown as they are right now. If checked, they will be shown as they were in the date range you selected. This can be useful for retroactively running reports on prior semesters even if those fields have since been overwritten with later data. Keep in mind this feature was implemented in May of 2025, older data may not be available.
- Only Work Visits
- Only include work visits for the tallies.
- Only include work visits for the tallies.
- Blackout Days and Months
- Optionally exclude certain days (e.g., "SAT|SUN") or months ("DEC|JAN") from your data and charts.
- Additional Search
- Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.
- Filter your results by a selected field.
- Output format
- Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.
- Deliver to
- Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them ([email protected];[email protected]).
Each trend report can have up to 3 alerts built into it. These alerts will notify the email address provided if a condition is met. For example, an alert could be sent if your total visits trend down for X number of periods in a row. Alerts can be based on the rate of change, mean, median, absolute low or high value, and upward or downward trend. The report does not need to be automated for alerts to be triggered, it only needs to be saved as a favorite. Alerts are processed daily at 6:45am. Additionally, the value for an alert cannot be zero (decimals are allowed).
HTML
CSV
